1. Page Layout
Header & Footer
Font Styles
Image wrapping
List Styles
Indentation & Spacing
Find & Replace
Create/Format Table
Common Mistakes
Orphan & Widows
Completed Example
Mail Merge

2. Page Layout (Size & Orientation)
Top Margin
Left Margin
Right Margin
Click on the Page Layout tab to make changes to the page (Size, Orientation and margins).
Bottom Margin

3. Click on Custom Margins
Page Layout (Margins)
Margins
Click on Page layout
Click on Margins
Click on Custom Margins
Enter the margins in CM.
The top, bottom, left and right may have different margins.

4. Select the settings for your columns
Page Layout (Columns)
TIP:
Always double check where the columns are meant to start from.
Columns after this point
Select the amount of columns.
Set the spacing. You may need to write 1cm.
Columns
Highlight the text
Click on Page layout
Click on More Columns
Select the settings for your columns

5. Header & Footer
When inserting a header or footer make sure you select the Blank (Three Columns) option.
Left aligned
Centre aligned
Right aligned

6. Header & Footer
To insert a Page Number click on Design >> Page Number >> Current Position
To insert a File name click on Design >> Quick Parts >> Field
Click on here the add the path to the file name.

7. San-Serif: Arial Serif: Times New Roman
Font Styles
Font styles can be placed in two categories (San-Serif and Serif). San-Serif fonts have straight edges whereas Serif fonts have little ticks at the edges of each letter.
San-Serif: Arial
Serif: Times New Roman

8. Exam Question Font Styles (Exam House Style Example)
The alignment for the first style will be different as specific alignment will be asked for in Question 4. So you can just set is as left align as a default value.

9. To create text styles click on Home >> Tab under Change Styles
Font Styles (Creating a House Style)
To create text styles click on Home >> Tab under Change Styles
Click new Style

10. Existing Styles can also be modified e.g. Title
Font Styles (Modifying Style)
Style Name
Text Formatting
Existing Styles can also be modified e.g. Title
Alignment
Line Spacing

11. Line spacing changes the space between lines or paragraphs.
Alignment
Line spacing changes the space between lines or paragraphs.
Left Alignment
Centre Alignment
Right Alignment
Justified

12. Spacing between the lines increases
Line Spacing
Line spacing changes the space between lines or paragraphs.
Single Line Spacing
1.5
Line Spacing
Spacing between the lines increases
Double Line Spacing

13. To add spacing click on Format >> Paragraph
Spacing (Before & After)
To add spacing click on Format >> Paragraph
Edit After to add spacing after a text style.
Tip: Refer to current font size or style sheet (house style)

14. Formatting Options
Additional formatting can also be applied to text by highlighting the text and click on the relevant icon.
Justify
Select Line Spacing
Left, Centre & Right
Image Wrapping
Wrapping Text around an image
Select the image and then click on Format
Wrap Text
Select Tight

15. List Styles
To apply a list style you need to highlight the text ad then select the relevant style icon. You can click on the arrow for further options.
Bulleted List
Numbered List

16. Highlight Text Remove Spacing Click on Line Spacing Icon.
Click on Remove Space After Paragraph.
Before with Space
Space Removed

17. Indentation

18. Find & Replace Tool
Find Tool: Find Specific text in your document. This tool is useful in exams as sometimes you are asked to insert items (tables, images etc.) at certain points.
Find and Replace: Will find specific text and will replace it with the text you require in the entire document.
Find
Replace

19. Create a Table Merging Rows
Highlight the row >> right click mouse >> select merge cells
Inserting Table
Click on Table >> insert table
Select the number of rows and columns
Applying Borders
Highlight the table and apply the appropriate border settings. You can also change the weight of the border.
Applying Shading
Highlight the row that needs to be shaded. Select the colour making sure you have selected the correct percentage.

20. 2. Text has been centre aligned.
Formatting Table
1. Top row merged (Highlight row >> Right Click >> Merge Cells)
2. Text has been centre aligned.
3. Top row selected and grey shading selected from the fill bucket.
4. Text has been highlighted and formatted.

21. New row created Row deleted
Formatting Table (Insert and Deleting Rows)
Highlight the row you would like to delete.
Right Click >> Delete>> Delete Rows 2 3 1 2 1
New row created 3
Highlight the row you would like to insert the row from (Above/Below)
Right Click >> Insert >> Insert Above
Row deleted

22. Click on the first column
Formatting Table (Inserting & Merging Columns)
Click on the first column
Right Click >> Insert >> Insert Columns to the left (or right)
Highlight the newly created column
Right Click >> Merge Cells 1 3
Merged Cells 2 4

23. External Border (outside)
Formatting Table (Outside Border)
External Border (outside)
Highlight the table and click on the border icon.
Remove the border (including internal border).
Then select the outside border option. 1 2
Outside Border 3

24. Borders have been applied
Formatting Table (Editing Border Widths)
Border Painter
Design >> Border Painter
Border Painter can be used to customize the border (internal and external) on a table. The weight of the border can also be specifically set.
Borders have been applied

25. Layout >> Text Direction
Formatting Table (Text Direction & Alignment)
Layout >> Text Direction
The text direction can be set using the Text Direction Icon. Text alignment can also be set.

26. Inside border is displayed Row not deleted
Common Mistakes (Table)
Top row not formatted
Inside border is displayed
Row not deleted
Table style not applied
Corrections have been made.
Numbers not right aligned
Text is wrapped

27. Table split over two columns Table now appears in one column
Common Mistakes
Table split over two columns
Table now appears in one column

28. List split over two columns Complete list now appears in one column
Common Mistakes
List split over two columns
Complete list now appears in one column

29. Inconsistent spacing between Items
Common Mistakes
Inconsistent spacing between Items
Inconsistent text styles applied
Inconsistent spacing between Items

30. Orphan
If a word or subtitle (Orphan) is left then you must insert a break at the start of the column.
In this case it will be Column break so the subtitle can be added to the second column. The break will be added just before the Widow.
You can also press enter to move the title to the next column.

31. The page break will be inserted at the beginning of the paragraph.
Widow
If the end of a paragraph is left (line and a half) on a new page then you need to insert a page break.
The page break will be inserted at the beginning of the paragraph.
This will mean the new paragraph will start on the new page.

32. Imported Extract from Access Title and Sub Title Header Subheading
Completed Example
Imported Extract from Access
Title and Sub Title
Header
Subheading
Correct styles applied
Spacing between all items is consistent
Indented Bullets
Two columns applied after first paragraph
Tables/images correctly formatted and placed with margins
Table
Tables/Lists do not overlap over two columns
There are no widows or orphans
Footer
Inserted Image

33. Source file containing the data (Spreadsheet or Database)
A mail merge document is designed to be sent to many people. The Mail Merge consists of two components:
Master Document
Source file containing the data (Spreadsheet or Database)
Data from the source file (names and addresses) is combined with the Master document so that key fields do not need to be typed one by one.
This will save time and reduce the chance of errors in the document.
Merged
Master Document
Source Data

34. For a mail merge you need a master Word Document
Data Source : Which will contain the recipient data
Excel (Workbook/CSV)
Access (Table/Query)
1. Start the Mail Merge Wizard
Open the Master Document
Click Mailings
>> Start Mail Merge >> Step by Step Mail Merge Wizard

35. The mail merge wizard will start.
Click on Next.

36. Use the current document and click next
3. Browse for Source File
Use the current document and click next
Browse and select the recipient data source

37. The recipient data source is shown.
Double check if the data source is correct before clicking on Ok.
If a record is not required then you can untick the option.

38. Click on Next to Write your letter
5. Insert Merged Fields
You can edit the recipients – deselect recipients which are not required.
Click on Next to Write your letter
Then Insert the Merged Fields in the appropriate place
Fields will show as:
<<field>>
This is know as the master document. You may have to evidence this.

39. 6. Preview Merged Data
You can then preview all of the merged letters by clicking on the backward or forward buttons at the top of the page.

40. Sometimes you may have filter (query) data from a data source.
Linking to a Database Query
Sometimes you may have filter (query) data from a data source.
Import CSV into a database application and run the required query.
Save the query
Merge the query to your master document

41. Example of a Master Document
The master document will show the merged fields. You will either have to print or print screen the master document.

42. Mail merge selection method Print Merged Documents
Example of Merged Data
Mail merge selection method
Preview Merged Data
Print Merged Documents
Back & Forward
Merged Records